Medical Secretary, Respiratory/Targeted Lung Health Checks
Torbay and South Devon NHS Foundation Trust
The closing date is 24 April 2025
Job summary
The Respiratory service provides inpatient and outpatient care for patients with chronic lung diseases. This role is to provide a comprehensive and high-quality administrative service to the Respiratory department, with a particular focus on supporting the new Targeted Lung Health Programme.
The most rewarding part of this role is providing a high standard of administrative assistance to the clinical team, other departments and patients.
Our Medical Secretary will work with very little supervision, prioritising and manging their own workload on a day-to-day basis.
Health Careers |
Main duties of the job
- Track all results and investigations effectively, disseminating to the relevant consultant promptly, acting on the Consultants' advice, and undertaking the appropriate action as instructed.
- Independently handle patient/carer telephone calls and enquiries in an efficient, sensitive and confidential manner, judgement is required to analyse and resolve any problems, escalating where appropriate.
- Ensure all clinic outcomes, procedures codes and RTT statuses/codes are recorded accurately.
- Manage Consultant diaries accurately, including recording annual leave, study leave and cross checking with the published timetables. Any discrepancies are to be flagged to the Practice Manager.
- Process incoming post daily
- To undertake a variety of office duties such as filing, opening and distributing post, photocopying, moving and lifting of patient notes to ensure the efficient and effective support to the department.
- Organise and plan your own workload efficiently, prioritising tasks, highlighting any concerns to the Admin Team Leader.
- Assist the Team Leader in the production of Standard Operating Procedures (SOP) relevant to this role.
About us
The Respiratory Department at Torbay Hospital is based in, the Heart and Lung Unit. We are a multi-disciplinary team, we collaborate with other Consultants, Respiratory Physiologists, Nursing Staff, Administrative teams, Specialty Doctors, and Specialist Registrars.
We undertake assessments and investigations, in addition to all aspects of treatment of patients with diseases and defects of the lungs.
You will be joining a supportive and dynamic team, who are committed to continuously improve the service for our patients.
Why work with us
Job description
Job responsibilities
- Responsible for monitoring and tracking referrals arising from the TLHC following significant findings either with suspected cancer or significant incidental findings. Ensuring all relevant referrals are entered onto the Cancer Tracking Database
- Support service improvement to streamline the patient journey and improve the quality of patient care.
- Contribute to the achievement of the National Cancer Waiting Time target, National Audits and Cancer Registry
- Support the tumour site specific Multi-disciplinary Team (MDT) in co-ordinating services to deliver the specified outcomes and targets of the Cancer Plan as required
- Facilitate the patient pathway by co-ordinating and proactively tracking the timeliness of patient treatments within the National guidelines
- Support and co-ordinate the Targeted Lung Health Check MDT meetings, ensuring that all the relevant people, information, notes and diagnostic results are available and discussed according to evidence-based protocols and to record outcomes and actions at the meeting
- Close and effective liaison with different departments and neighbouring Trusts is an essential aspect of this role. Excellent organisational communication skills together with high levels of accuracy are therefore a key requirement for this post
- Ensure all clinical and non-clinical correspondence are typed within local targets, using the Infoflex system
Job description
Job responsibilities
- Responsible for monitoring and tracking referrals arising from the TLHC following significant findings either with suspected cancer or significant incidental findings. Ensuring all relevant referrals are entered onto the Cancer Tracking Database
- Support service improvement to streamline the patient journey and improve the quality of patient care.
- Contribute to the achievement of the National Cancer Waiting Time target, National Audits and Cancer Registry
- Support the tumour site specific Multi-disciplinary Team (MDT) in co-ordinating services to deliver the specified outcomes and targets of the Cancer Plan as required
- Facilitate the patient pathway by co-ordinating and proactively tracking the timeliness of patient treatments within the National guidelines
- Support and co-ordinate the Targeted Lung Health Check MDT meetings, ensuring that all the relevant people, information, notes and diagnostic results are available and discussed according to evidence-based protocols and to record outcomes and actions at the meeting
- Close and effective liaison with different departments and neighbouring Trusts is an essential aspect of this role. Excellent organisational communication skills together with high levels of accuracy are therefore a key requirement for this post
- Ensure all clinical and non-clinical correspondence are typed within local targets, using the Infoflex system
Person Specification
Qualifications and training
Essential
- Good standard of education to include GCSE in Maths and English or equivalent.
- Competent fast typing and accurate keyboard skills
Desirable
- ECDL qualification or equivalent
- Knowledge of using Excel
- Experience of audio typing.
- AMSPAR/Medical Terminology qualification.
Knowledge and experience
Essential
- Experience in using Microsoft Office software (Word, Excel, PowerPoint and outlook).
- Experience of working in a multi-disciplinary team
- Experience of working in an office environment with administrative and organisational skills
Desirable
- NHS experience.
- Experience with hospital software and systems, to include IHCS, Inforflex and CRIS
- Understanding of hospital policies and procedures including the Trust Access Policy.
- To be proficient in the use of Internet/Intranet and email.
- Understanding of Referral to Treatment Pathways.
- Knowledge of medical terminology
Specific skills
Essential
- Independent working with the ability to prioritise workloads and achieve conflicting deadlines
- Excellent communication skills
- Ability to carry out duties in sometimes stressful and demanding situations
- Understanding of confidentiality and how this may apply to the role
Desirable
Person Specification
Qualifications and training
Essential
- Good standard of education to include GCSE in Maths and English or equivalent.
- Competent fast typing and accurate keyboard skills
Desirable
- ECDL qualification or equivalent
- Knowledge of using Excel
- Experience of audio typing.
- AMSPAR/Medical Terminology qualification.
Knowledge and experience
Essential
- Experience in using Microsoft Office software (Word, Excel, PowerPoint and outlook).
- Experience of working in a multi-disciplinary team
- Experience of working in an office environment with administrative and organisational skills
Desirable
- NHS experience.
- Experience with hospital software and systems, to include IHCS, Inforflex and CRIS
- Understanding of hospital policies and procedures including the Trust Access Policy.
- To be proficient in the use of Internet/Intranet and email.
- Understanding of Referral to Treatment Pathways.
- Knowledge of medical terminology
Specific skills
Essential
- Independent working with the ability to prioritise workloads and achieve conflicting deadlines
- Excellent communication skills
- Ability to carry out duties in sometimes stressful and demanding situations
- Understanding of confidentiality and how this may apply to the role
Desirable
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
